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ISO 45001:2018 Clause 7.5 Documented Information
Clause 7.5 Breakdown
7.5 Documented information
7.5.2 Creating and updating
7.5.3 Control of documented Information
Documented information appears first in the standards National forward section, which states, "Organizations should create documented information to meet the requirements of this standard to the extent necessary for the effective establishment, implementation and maintenance of the OH&S management system and to comply with relevant legislation".
For those organizations accredited to standards such as ISO 9001 or ISO 14001, controlling documented information will already be part of the daily activities. The requirements of ISO 45001 2018 7.5 will offer an opportunity to integrate with existing systems.
Documented information has replaced its predecessor document control. The main difference is that as time has moved on, technology has steadily advanced, and the way information is shared has changed from the pen and paper era. It is no longer necessary for exclusively paper-based documents, and the move to paperless systems is ever more prevalent. In reality, many organizations will have a mixture of documented information on different media. Much depends on the processes the organization has in place.
Many organizations make the mistake of trying to control far more documented information than is required by the standard. The standard does not give any extensive list of 'documented information' that need controlling. However, it does point the organizations into determining which 'documented information' is necessary for the effective management of the O&HS management system. Therefore, undertaking a thorough review of 'documented information' classed as affecting the OH&S management system, can reduce the onus on meeting the clause requirement and help facilitate smoother audits in all areas to the standard.
The first dictate of this clause is to specify the organizations shall have a 'documented information' system. The second is to clarify that this shall include 'documented information' necessary for the effectiveness of the OH&S management system.
Determining your OH&S 'documented information' will be dependant on:
•the size of the organization,
•the activities of the organization,
•legislative demands and constraints,
•protocol and concord with stake-holder and other interested parties,
•the complexity of the output and employee competency requirements.
It would be advantageous to look at how many times 'documented information' is referenced throughout the standard?
With regards to creating or updating 'documented information' the organizations 'shall' ensure appropriate;
•referencing convention is used so as to identify the documented information's date, title, author and/or reference number;
•format and media (the language, software version, graphics, which are held on paper, electronic)
•review and approval for suitability and adequacy.
This clause is telling organisations they 'shall' ensure as far as 'documented information' is concerned, it is appropriately identified, referenced, reviewed and approved for suitability and adequacy. This is nothing new for standards such as ISO 9001 or ISO 14001.
Details how the documented information required by ISO 45001-2018 'shall' be controlled to ensure;
•it's available, where and when required and is suitable for use
•it is adequately protected
Details specific activities in regards to the control of documented information which 'shall' address the
•distribution, access, retrieval and use;
•storage and preservation, including preservation of legibility;
•control of changes (e.g. Version control);
•retention and disposition.
Organisations should also note that 'documented information' of external origin, determined by the organisation to be necessary for the planning and operation of the OH&S management system shall be identified appropriately, and controlled.
Useful integrated management system cross references
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